Privacy Policy

Document Logic Ltd, a company incorporated in England and Wales with registered number 04538660 whose registered office is at 2 Foxoak Park, Common Road, Dunnington, York, Yorkshire, YO19 5RZ

Welcome to our Privacy Policy

Protecting any and all personal data provided to us is very important; this privacy policy sets out what information our website collects and how we will treat your personal information.

It also explains how we handle any personal data shared with us through this site, with respect to the data protection laws of England and Wales and the EU’s General Data Protection Regulation.

Any personal information you choose to share with us on this website will be used in accordance with this Privacy Policy. If you do not agree with this policy, please leave this website and clear your browser of any cookies which may have been placed in your browser by our site in the interim.

Personal Information that this website collects and why we collect it

Google Analytics

We use Google Analytics to help us understand how our website is being used so that we can improve how it functions and our services. Google Analytics generates statistical and other information about how websites are used by using cookies.

Google may store this anonymous data in its servers in multiple locations across the world. You can find their privacy policy and more detail about the information they collect on their website here.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this.

Contact Forms and Email Links

Should you choose to contact us using the contact form on our Contact us page, none of the data will be passed to / be processed by any of the third party data processors. Instead the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP).

Marketing Purposes

Our contact form gives the option for you to specifically opt-in to any marketing emails that will be sent to your email address by Document Logic. By default this is set to NOT, but by selecting agree, your information will be used solely by Document Logic to contact you with details of our products and services we provide. You hold the right to remove your content at any time.

What Information is Being Collected?

The information used in the contact form, is basic information for the sole purposes of contacting you with regards to your query. This includes your name, company name, telephone number and email address, a field is also given to outline the nature of your enquiry to us. This is received for the sole purpose of responding to a potential enquiry. We do not require information such job title, salary and any other non-essential information. You can give consent for us to contact you either by an email address, telephone number or both.

Who is Collecting it and who will the data be shared with?

Any contact form submitted via the Document Logic website is collated into an email and sent to one senior member of the team to process your enquiry over the Simple Mail Transfer Protocol (SMTP), this information will be passed on to relevant department heads – dependant on the nature and theme of your enquiry.

What will be the effect of this on the individuals concerned?

Dependant on the nature of your enquiry, whether this be a hosting query, marketing query, sales query, finance query, website query or a question regarding our company, your information will be shared solely with an individual that may be best suited to deal with your enquiry – giving you the best and most specialist answer to your query.

How will it be used?

The information will be used solely for the response to an enquiry, we offer an additional option for opting-in to receive additional email marketing emails from Document Logic.

How we secure data?

The website is encrypted, adding extra security to our website. Additionally the email address that the contact form is sent to is sent to one email address. This is email address is accessed using one password protected desktop computer, accessed by one senior member of staff. With the password changes regularly.

How long we keep your data?

Your information we use for marketing purposes (if opted in) will be kept with us until you notify us that you no longer wish to receive this information. Our marketing email information will be kept for a maximum of 2 years from the date of your enquiry.

With regards to general contact form enquiries, these emails are saved on our system for up to 12 months. With data cleansing happening on December of every year.

Your Rights (re the EU General Data Protection Regulation)

If at any point you believe the information we process on you is incorrect you can request to see this information and have it corrected or deleted. If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office.

Giving and Withdrawing your Consent to be Contacted

In certain circumstances, we may need to have your consent to contact you.

  • We may ask for your consent, for example, when you fill in one of our contact forms and you provide your consent by ticking the box on the form.
  • We also keep a record of your consent until we no longer need to.
  • You can withdraw your consent at any time by contacting us.

Access to Information: Porting and Providing you with Confirmation of what Personal Data we Process

You may instruct us at any time to confirm or port (transfer) any of the personal data we process about you. Please tell us the following:

  • What information you require to be ported or confirmed e.g. all your personal data or a specific detail.
  • Whether you want to port your personal data or confirm what personal data we process, or both.
  • What format you would like your personal data to be confirmed in e.g. spreadsheet, PDF, Word doc etc.
  • Which email address you would like us to send it to, or if not email, an alternate electronic medium or system.
  • When you would like to receive it i.e. a date and time.
  • Any urgency associated with the request.

We will endeavour to carry out your instructions within 30 days of receiving your request, but this is subject to your having provided us with all the detail above along with any other relevant information that is necessary to be able to carry out the work.

Also, if you would like us to port (transfer) your personal data, please be aware that if we don’t think your chosen medium and format will be secure, or put your personal data at risk, we will tell you and discuss alternatives with you.

Purging (deleting) Your Personal Data

You may also instruct us to purge (delete) any and all information we hold about you at any time.

We will endeavor to do this with respect to your wishes and compliance with the applicable laws of England and Wales and or EU laws and regulations i.e. GDPR.

We will endeavour to delete all the information we hold about you in the time frame you request, but depending on the nature of your request, and any third parties involved, this may not be possible.

You can instruct us to do this at any time by contacting us.

Updating Your Personal Data

You can and should instruct us to correct or update any personal information we hold about you e.g. if you change your name or address for instance.

You can instruct us to do this at any time by contacting us.

Finding out More About Your Rights under GDPR

You can find out more about your rights according to GDPR by visiting the Information Commissioner’s website.

About this Website’s Server

This website is hosted by Rackspace within a UK data centre located in London.

Some of the data centre’s more notable security features are as follows:

Full details of Rackspaces data centre can be found here.

  • Restricted by biometric authentication
  • 24x7x365 surveillance
  • 8 backbone providers
  • SOX, HITRUST, PCI-DSS, ISO 2700-1 Compliance Certifications
  • Secure document and media destruction policies
  • Critical Infrastructure Rating N+2

All traffic (transferral of files) between this website and your browser is encrypted and delivered over HTTPS.